Difference between revisions of "Ledger Management"

Revision as of 13:17, 27 January 2012

Ledger Codes

Introduction

Emersion uses a set of default ledger codes that are set up against services, access fees, service usage, credits, payments, service features, physical products, and all other charges, fees and transactions. Every element in the system which creates a financial transaction, or cardline, has an Emersion assigned default ledger code. Currently, the Emersion support team assign default ledger codes to all the various elements as part of the development and configuration process.

The Products Management module allows you to create custom ledger codes to allocate to your billable items and physical products. In addition, each customer account may be configured with its own custom reference field, which can be used like a customer-specific ledger code.

The Ledger Cardlines report allows you to view all transactions and customers with their ledger codes, which you can then export to a .CSV file and use to import into your accounting software.

Various areas within the system also use ledger codes.

Product Purchase (Installment & Outright)

When creating a product purchase for a customer via the Point Of Sale interface, you can select whether to use the default product ledger code (i.e. select the Use Product Ledger Code option), or you may override the default and use a Custom ledger code. If you use a custom ledger code, you can select the required ledger code from a list of existing codes. See the Product Management User Manual for more details about products and purchases.

Create New Unallocated Cardline

When creating a new unallocated cardline for a customer, you can also elect to allocate the transaction to any of the existing system ledger codes.

Ledger Code Mapping

The Ledger Mapping function allows you to map the Emersion system default ledger codes to your own custom ledger codes that you use in your accounting system. For example, you may wish to map the Emersion system default ledger codes for service access fees to the appropriate general ledger code in your system. When you export the Ledger Cardlines report, the custom ledger codes set up will appear in the .CSV file to import and match with the ledger codes setup in your accounting system e.g. MYOB etc.

Simple Codes

Each Emersion ledger code has a Simple Code associated with it. Simple codes, like ledger codes, are set up internally by Emersion. But instead of being unique to each service / transaction item type, they are generic and can be used to group similar ledger items. You cannot modify the simple codes set up against each ledger code. However you can map the Emersion system ledger codes to the default simple codes for easy grouping and accounting (see below).

For example, a ledger code of ‘PSTN_SERVICE_USAGE’ may have a simple code of ‘USAGE’; and ‘PSTN_SERVICE_ACCESS_ FEE_ADV’ has a simple code of “ACCESS_FEE_ADVANCE’ etc.

Ledger Code Mapping Examples

To Map a Ledger Code

1. Select Admin > Ledger Mapping > from the Menu. The Ledger Mapping Tool page will display showing a list of existing ledger codes along with any custom Mapped Codes set up.
2. Locate the ledger code you wish to map in the list and click the name link in the Ledger Code column. The Edit Ledger Code page will display.
3. Enter the required custom mapped ledger code in the Mapped Ledger Code field.
4. Enter a description for your ledger code mapping in the Mapped Ledger Description field.
5. If you wish to fill the mapped code with the existing default Simple Ledger Code, click the Copy Simple Code to Mapped button. The Mapped Ledger Code and Mapped Ledger Description fields will be populated with the default simple code information. Modify the fields as required.
6. If you wish to fill the mapped code with the existing default System Ledger Code, click the Copy Normal Code to Mapped button. The Mapped Ledger Code and Mapped Ledger Description fields will be populated with the default ledger code information. Modify the fields as required.
7. Click the Save Mapping button. An information box will display at the top of the page showing that the mapping has been saved.
8. To exit, click the Back to Listing button.

To Map all Ledger Code Mappings to Simple

This function will set all your custom ledger code mappings to the Emersion system default Simple codes. The Mapped Code and Mapped Description fields will be updated with the values stored in the ledger’s Simple code. You can elect to update all ledger code mappings and override any existing custom ledger mappings you have created, or only update the ledger codes that do not have any custom codes set up.

1. Select Admin > Ledger Mapping > from the Menu. The Ledger Mapping Tool page will display showing a list of existing ledger codes.
2. To override all existing custom ledger code mappings, tick the Override existing codes? check box. Otherwise, leave the Override existing codes? check box un-ticked.
3. Click the Change all mappings to simple button. A message box will appear asking you to confirm that you wish to update every mapped ledger code.
4. Click the Yes button to confirm the update of all the ledger code mappings. The system will update all ledger code mappings to the Simple codes.
5. Click the No button to cancel. The system will not update any ledger mappings.

To Map all Ledger Code Mappings to Default

This function will set all your custom ledger code mappings to the Emersion system default ledger codes. The Mapped Code and Mapped Description fields will be updated with the values stored in the ledger’s Emersion default code. You can elect to update all ledger code mappings and override any existing custom ledger mappings you have created, or only update the ledger codes that do not have any custom codes set up.

1. Select Admin > Ledger Mapping > from the Menu. The Ledger Mapping Tool page will display showing a list of existing ledger codes.
2. To override all existing custom ledger code mappings, tick the Override existing codes? check box. Otherwise, leave the check Override existing codes? box un-ticked.
3. Click the Change all mappings to default button. A message box will appear asking you to confirm that you wish to update every mapped ledger code.
4. Click the Yes button to confirm the update of all the ledger code mappings. The system will update all ledger code mappings to the system default ledger codes.
5. Click the No button to cancel. The system will not update any ledger mappings.

Ledger Cardline Report

The Ledger Cardlines report enables you to view and export all cardline transaction data along with their associated ledger codes. All existing mapped custom ledger codes are exported with the data. The Ledger Cardline report produces a record for every cardline created within the date range selected.

Report Fields

The Ledger Cardlines report fields are as follows:

To Generate the Ledger Cardline Report

Before you can export the ledger cardline data, you must first generate the data by running the Ledger Cardline report.

1. Select Report > List > Finance from the Menu. The Finance Reports page will display showing a list of existing finance reports.
2. Click the Generate Report link beside the Ledger Cardlines report in the list. The Ledger Cardlines Report page will display.
3. The Parent Account ID should show your Emersion account name. If you have multiple accounts set up in Emersion, select the required account to report from the drop list.
4. Select the date to report cardline from in the Transaction Date Start field. A calendar tool will appear to allow you to select the required date.
5. Select the date to report cardline to in the Transaction Date End field. A calendar tool will appear to allow you to select the required date.
6. Select the invoice types you wish to report from the Invoice Approval Status drop list. Options available are ‘All’, ‘Approved’, ‘Pending’ and ‘Rejected’.
7. Click the Search button to run the report. The cardlines will be displayed on the Ledger Cardlines report page.
8. Click the Export to CSV button. A message box will appear at the top of the screen showing ‘Your report is being generated, please see Generated report section’.

To Download the Ledger Cardline Report

Before you can download the report, you must first run the report to create the output report file (see the To Generate the Ledger Cardline Report section on 12). The output .CSV file is created compressed in .ZIP format. Once you download it, you will need to extract the .CSV from the .ZIP file before you can open it.

1. Select Report > Generated Report from the Menu. The Downloadable Reports page will display showing a list of reports that have been generated in the default date range.
2. Locate the Ledger Cardline Report previously generated and click the Download link beside the Ledger Cardlines report in the list. The Opening Ledger Cardlines file window will appear. If you don’t see the required report in the list, adjust the date range in the Requested From and Requested To fields to include the date the report was generated.
3. Click the Download link beside the Ledger Cardlines report in the list. The Opening Ledger Cardlines Report file window will display.

   Note that the file window on your system may different to the sample window shown above, depending on the version of Firefox and operating system you have installed.

4. Ensure the option to Save the file to your computer is selected, and then click the OK button.
5. Save the Ledger_Cardlines_<ID>_<date>.zip file to your computer, making sure you note the location where you saved the file.
6. Extract the .CSV file from the .ZIP file, using your system’s unzipping tool.
7. Open the CSV file with your preferred application or spread sheet program e.g. MS Excel. Fields are separated by commas and by default MS Excel will separate the data into columns & rows based on a comma field separator. The file may be password protected with the password ‘emersion’.
8. You can manipulate the CSV file as required, and import it into your accounting application as required.